Managing Contracts

Once contracts are created and sent, you'll need to monitor their status, access signed documents, and occasionally make corrections. This guide covers the day-to-day management of contracts throughout their lifecycle.

Viewing Contract Status

Access contracts from the Contracts tab within any project to see all contracts associated with that project.

Status Indicators:

• Draft - Created but not yet sent
• Sent - Delivered to customer, awaiting signatures
• Partially Signed - Some but not all parties have signed
• Complete - Fully executed with all required signatures
• Void - Cancelled before completion
• Cancelled - Terminated after signing

The contract list displays signature progress for each contract, making it easy to track which contracts need follow-up.

Contract Details

Click any contract to view its details:

• Signed Document - View the executed PDF with all signatures
• Download PDF - Save copies for your records or distribution
• Signature Records - See who signed, when, and from what IP address
• Contract History - Track all versions and modifications
• Audit Logs - Complete timeline of contract activity

All signature timestamps and records are preserved for compliance and record-keeping.

Audit Logs

Every contract includes a chronological log showing exactly what happened and when. Click the Audit Logs button on the contract detail view to open the log panel.

Events Logged

Event	Details Recorded
Signature request sent	Timestamp, recipient email addresses
Magic link requested	Timestamp, IP address, user agent
Contract accessed by client	Timestamp, IP address, user agent
Section signed	Which section, timestamp, IP address, user agent
Section initialed	Which section, timestamp, IP address, user agent
Contract finalized	Timestamp

Entries appear in reverse chronological order (newest first).

Who Can See It

Any user with permission to view the contract can access its audit trail. Super admins can also access audit logs across all contracts from the admin area.

Why It Matters

The audit log provides defensible evidence of the signing process — useful for disputes about whether a client received, accessed, or agreed to the contract. IP addresses and user agents confirm the activity came from the client's device.

Voiding a Contract

Void contracts that need significant changes before they're fully signed.

When to Void:

• Wrong template or pricing discovered
• Customer requests different terms
• Significant changes needed before signing

How to Void:

1. Open the contract
2. Click Void Contract
3. Confirm the action

Notes:

• Only available before the contract is fully executed
• Voided contracts are preserved for record-keeping
• Creates an audit log entry
• Customer receives notification if the contract was already sent

Cancelling a Signed Contract

Cancel fully executed contracts when project circumstances change.

When to Cancel:

• Customer backs out after signing
• Project is abandoned
• Mutual agreement to terminate the contract

How to Cancel:

1. Open the signed contract
2. Click Cancel Contract
3. Enter the reason for cancellation
4. Confirm the action

Important Considerations:

• Records the cancellation but preserves the signed document
• Does not automatically reverse invoices - handle billing separately
• Creates permanent record of cancellation reason
• Consider financial and legal implications before cancelling

Unlocking Contracts

caution

Unlocking a contract removes the "sold" status from the linked estimate. Use only when absolutely necessary.

Unlocking allows you to make corrections after a contract has been signed, but it has significant consequences.

When Unlocking Might Be Needed:

• Critical error in pricing discovered after signing
• Corrections required for data integrity
• Rare administrative fixes

How to Unlock:

1. Open the signed contract
2. Click Unlock Contract
3. Confirm the action
4. The linked estimate becomes editable again

Consequences:

• Sold status is removed from the estimate
• Project's sold amount may need adjustment
• Any invoices already generated remain (must be handled separately)
• Contract signature records are preserved but the contract is no longer "active"

Recommended Workflow After Unlocking:

1. Make necessary corrections to the estimate
2. Void the original contract
3. Create a new contract with corrected information
4. Send the new contract for signature

Contract Revisions (Pre-Signature)

If changes are needed before the customer signs:

1. Void the Sent Contract - Cancel the version that's currently out for signature
2. Update the Estimate - Make any necessary pricing or scope changes
3. Create a New Contract - Generate a fresh contract with the updates
4. Send the New Version - Deliver the corrected contract to the customer

This workflow maintains a clear audit trail and ensures customers always sign the most current version.

Best Practices

Before Sending:

• Review all contract details carefully
• Verify pricing matches the estimate
• Confirm the correct template is selected
• Double-check customer contact information

After Sending:

• Follow up on unsigned contracts promptly
• Set reminders for signature deadlines
• Communicate proactively with customers

Record-Keeping:

• Document reasons for voids and cancellations
• Use consistent naming conventions
• Archive completed contracts according to your company's retention policy
• Keep signature records for compliance purposes

Corrections:

• Void and recreate rather than unlocking when possible
• Handle invoice adjustments separately from contract changes
• Maintain clear communication with customers about revisions